Board Orientation Manual 2024

Key Positions

Whom They Contact Action

Host Society Operations Manager

• Games Information Centre

• The Games Information Centre volunteers should follow the instructions as outlined in their training. • Games Information Centre volunteers will be provided with a script for addressing questions. • Contact information for the President and CEO of the BC Games Society or Host Society President/Vice President should NOT be given to anyone. • Media or direct family inquiries or messages should be forwarded to the BC Games Intake Line. • Brief all Hosts, provide the prepared public statement, and provide instructions on how inquiries are being handled. • Ensure all Sport Chairs are notified and provided with the prepared public statement. • Sport Chairs to ask all volunteers and participants to refrain from commenting to the media from the site of the incident in order to protect the identities of the parties involved. • Remind volunteer not to speak to media and any questions about operations are to be directed to the Games Information Centre.

Director of Protocol

• Hosts

Director of Sport

• Sport Chairs

Other Directors

• Chairs and volunteers

BC Games staff

• Provide support as required

GROUP RESPONSIBILITIES The BC Games Intake Line, Crisis Management Team, and Crisis Communications Team will all work in tandem with the support of the Games Information Team to assess and respond to the situation. Entity Role BC Games Intake Line (250-387-1121) Intake phone line handled by third-party company. All issues, incident, and crises should be reported to this line. Once a crisis has been identified, all media or outside inquiries will be directed to the Intake Line, who will be responsible for documenting and forwarding to the Crisis Communications Lead and the BC Games Society President and CEO for response. Responsible for determining immediate action and direction. Communicates with internal stakeholders, including Ministry, BC Games Society Board, direct family members, Host Society Directors, and Key Volunteers. Crisis Communications Team Responsible for assessing the level of response needed and Crisis Management Team

drafting appropriate communications materials and distributing them appropriately. Communicates with the general public. Responsible for Games logistics and smaller situations (“issues”). Will pass inquiries about incidents/crises to Intake Line.

Games Information Centre ( 672-339-9654 )

BC Games Society | Crisis Communications Plan

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